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The Concern About Performance Script provides managers with a practical structure for raising performance concerns with an employee informally and constructively. It helps the manager explain the concern, listen to the employee's perspective, agree expectations and identify appropriate support before deciding whether formal capability action is necessary.
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Before the conversation
Before meeting with the employee, make sure you are clear about the specific performance concern, the standard expected and the evidence supporting your concern.
Consider whether the issue has already been discussed, whether the employee has received appropriate training or support and whether there may be any circumstances affecting their performance that need to be understood.
1. Opening the conversation
Manager:
"Thanks for meeting with me. I wanted to have a conversation about some concerns I have about your performance. This is intended to be an informal conversation at this stage. I want to explain what I have noticed, hear your perspective and understand whether there is anything we can do to help you get back to the required standard."
"I want this to be an open conversation, so please feel free to explain your view and raise anything you think is relevant."
2. Explain the concern
Manager:
"The specific concern I want to discuss is [describe the performance issue]."
"The standard we need you to achieve is [explain the required standard]."
"What I have seen is [give specific examples, dates, records or outcomes]."
"The impact of this is [explain the impact on customers, colleagues, quality, productivity, deadlines or
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A Concern About Performance Script gives managers a structured way to have an early conversation when an employee is not meeting the required standard. It helps the manager raise the issue clearly while keeping the discussion constructive and giving the employee an opportunity to explain their position.
The script helps managers move beyond vague statements about poor performance and focus on specific concerns, expected standards, evidence and improvement. It also prompts the manager to consider whether training, workload, resources, health or other circumstances may be contributing to the issue.
The template is suitable for managers, HR professionals and employers dealing with emerging performance concerns before deciding whether formal capability action is necessary.
The manager should record the key points discussed, confirm the agreed improvement and support measures and set an appropriate review date. If sufficient improvement is not achieved, the employer can then consider whether further informal management or the formal capability procedure is appropriate.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Concern about performance script, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This policy descibes how the organisation will manage where an individual's performance falls below the standards expected.
Use this model letter to notify an employee that you have a concern over their performance, that may warrant disciplinary action should it happen again.
Use these best practice actions, recommended timescales and process stages to understand when and how the Concern about performance script should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Not necessarily. This script is designed primarily for an informal performance conversation where concerns are emerging. If the matter moves into a formal capability process, the employer should follow its capability procedure and applicable ACAS guidance.
An informal conversation does not normally involve a formal warning. The focus should be on explaining the concern, understanding the circumstances and agreeing improvement. If formal action becomes appropriate, the employer should follow the relevant procedure.
HRDocBox combines deep HR knowledge, practical application and years of experience with real performance-management situations. The script helps managers have a constructive conversation without either ignoring the problem or escalating unnecessarily before understanding what is actually happening.
AI can produce a list of questions or a generic management conversation, but effective performance management requires the right balance between clarity, support, evidence and procedural fairness. HRDocBox combines UK employment-law knowledge, ACAS guidance and practical HR experience.
The manager should explain the concern and expected standard clearly, but the conversation should not become a lecture. The employee should have a genuine opportunity to explain their perspective and identify anything affecting their performance.
The manager should review the agreed expectations and support before deciding what happens next. Depending on the circumstances, this may involve further informal management or progression to the employer's formal capability procedure.
How this content is developed and reviewed
The Concern about performance script template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing performance improvement processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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